How to Write a Donation Thank-You Letter: Free Templates

| 5 min read Fundraising Strategy

Your fundraiser comes with a list of donors — but don’t think of it as just a list. Your donor list allows you to develop relationships with everyone who’s supported your cause.

Good communication with donors doesn’t just help them feel good; it can even lead to additional donations. Penelope Burk’s book Donor-Centred Fundraising found that 85% of participants would donate again if they received a personal thank you.

In short, thanking your supporters is a must. To make it easy to share your gratitude, we’ve put together this guide for how to write a donation thank-you letter, along with a handful of thank-you letter templates.

Five tips for writing a donation thank-you letter

1. Being prompt can lead to more donations

When someone donates to your fundraiser, think of it as the beginning of a conversation. A timely thank you demonstrates your dedication to the cause and shows gratitude for the help you’ve already received. If you can, send a thank-you letter within 48 hours of receiving each donation.

2. Be sincere and you will inspire people to give

Instead of simply saying “thank you” to donors, find ways to make your letter come to life. It could be as simple as including an inspirational quote that’s relevant to your fundraiser or offering a brief personal story.

Question you may consider include:

  • What did their donation mean to you personally?
  • How will their donation impact the beneficiary?

Phrases to use that aren’t just “thank you”

  • “We couldn’t have done it without you”
  • “Your donation has made [insert reason for fundraiser] possible”

3. Show your supporters how their donations will be used

An important part of your thank-you letter is showing exactly how the donation has contributed to your fundraiser. Show donors that their money is going to good use. Describe what each donation has helped you accomplish and keep your donors in the loop about future plans.

Phrases that show a donor’s impact at every donation level:

  • “This £10 will help pay for school supplies for my new students”
  • “Your £50 donation gave me just enough funds to pay for my dog’s new prescriptions”
  • “Your generous donation of £250 enabled my family to get a hotel room while our daughter received emergency surgery in a neighbouring state”
  • “This £1,000 will buy a water purification system to bring clean water to over 20 families”

4. Add a personalised touch

Generic thank-you letters can hurt the relationships you’ve developed with your donors. Instead use a few simple tricks to make them feel like a VIP donor. Instead of focusing on the dollar amount of their donation, highlight that the value of their support is beyond monetary.

Easy ways to personalise a donation letter:

  • Use the second person “you” and the first person “I” and “we”
  • Address the letter to the donor’s full name
  • Include the donation amount and the date it was given
  • Explain how their donation made an impact

5. Reread your letter

To make sure your thank-you letter is well received, read it out loud before you send it. Would you want to receive this message? You want your letter to sound casual and friendly, but it should also be thoughtful and free of errors. Spell-check everything you write.

Use these donation thank-you letter templates

Here are some simple templates to start with. Be sure to add a personal touch, customising each letter for its recipient.

Thank-you letter for donation template

Dear [donor name(s)],

I want to take the time to thank you sincerely for your donation to [fundraiser name]. As you know, we started this fundraiser to [insert reason for fundraiser], and your £[insert donation amount] contribution on [insert date of donation] helps us get one step closer to our goal.

Thank you again for your generosity and support,

[handwrite your name and fundraiser name]

Thank-you letter template for fundraiser event attendance

Dear [attendee name(s)],

I appreciate you making the effort to come to our fundraising event for [fundraiser name]. We had an amazing turnout and we managed to bring in £[amount] more in donations! Your attendance and support have played an important role in our fundraiser’s success — thank you.

With your contribution, we’ll be able to [insert reason for fundraiser]. Your generosity and support is an encouraging reminder of why I started this fundraiser — to help [beneficiary name].

With gratitude,

[handwrite your name and fundraiser name]

Donation thank-you letter template for a business

Dear [business name],

I want to extend my sincere gratitude for [company name]’s contribution to [fundraiser name]. [company name]’s generous gift will have a major impact on helping [insert reason for fundraiser].

On behalf of [beneficiary name], I want to thank you for helping us make a positive difference. Your support encourages our continued commitment to reaching our goal.

Thanks again for your generosity and support,

[handwrite your name and fundraiser name]

Showcase your gratitude to build relationships with donors

Thanks for reading these tips on writing the perfect thank-you letter. It’s never too early to start cultivating relationships with your donors and a donation thank-you letter is the first step. If you’re looking for other unique ways to show your gratitude, take a look at these 20 affordable ways to say thank you to donors.

For more crowdfunding advice, take a look at these tips and ideas. Start your fundraiser today.

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Written by dina